Service data used in reports

The service date and category can affect data required for federal reports. Use your program's reporting rules when you enter services.

RSR

For the Ryan White HIV/AIDS Program Services Report (RSR), the date and service category support questions 76 and 77; questions 16‑44, 75, and 78; question 47; question 48; and question 74.

ADR

For the AIDS Drug Assistance Program Data Report (ADR), the date and service category support question 20, Receipt of Health Care Coverage Services, and question 25, Receipt of Medication Services.

EHE Triannual Report

For the Ending the HIV Epidemic (EHE) Triannual Report, the date and service category identify these services:

• 1 – Any RWHAP or initiative service
• 1a – Ending the HIV Epidemic initiative services
• 1b – Outpatient/Ambulatory Health Services
• 1c – Medical Case Management, including Treatment Adherence Services
• 1d – Non-Medical Case Management Services
• 1e – Mental Health Services
• 1f – Substance Abuse Outpatient Care
• 1g – Residential Substance Abuse Services
• 1h – Housing

Add a service to a client record

Step 1. Open the client record. In the left menu, select Services.

Step 2. Click Add..

Service menu options

 

 

Step 3. Enter the service Date.

Add Service menu options

 

Step 4. Select the contract from the dropdown list.

Step 5. Select the service from the dropdown list.

CAREWare fills in Units, Price, and Total based on the subservice setup in the contract. You can change these values when needed.

• If you change Units, CAREWare recalculates Total as Units x Price.
• If you change Price, CAREWare recalculates Total as Units x Price.
• If you change Total, CAREWare recalculates Price as Total divided by Units.

Step 5. Select Save.

Third-party billing fields

If third-party billing is turned on for the provider domain, three more fields appear after you select the service name.

Ryan White eligibility check

CAREWare displays a quality check when the client is not eligible for Ryan White on the service date. Update eligibility in the Eligibility tab when appropriate.

Add a service receipt

Use receipts to record payments tied to a service, such as a payment from an insurance carrier.

Step 1. Select the service record, and then select Receipts.

Step 2. Select Add.

Step 3. Enter the Date, Amount, and Source. If needed, select Out of Pocket Expense.

Step 4. Select Save.

How to confirm it worked

• The saved service appears in the client's Services list.
• The service date, category, contract, units, price, and total are correct.
• Any saved receipt appears with the service record.
• The printed report or CSV file contains the expected service records and columns.

Troubleshooting and common questions

Why do I see a Ryan White eligibility warning?

The client is not eligible for Ryan White on the service date. Review the date and the client's Eligibility tab before you continue.

Why did the price or total change?

CAREWare calculates the values from Units x Price. Changing Units, Price, or Total may cause another value to be recalculated.

Why do I see extra billing fields?

Third-party billing is turned on for the provider domain. Complete the fields required by your program.

Related references